Artex Risk Solutions

Meeting and Event Coordinator II

Artex Risk Solutions

full-time

Posted on:

Location Type: Office

Location: Naples • Florida • 🇺🇸 United States

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Job Level

Junior

About the role

  • Responsible for providing support to those directly planning or coordinating, meetings and events internally or externally.
  • Supports different departments with meeting and event requests including registration of event and attendees, planning logistics, budget, and vendor coordination.
  • Responsible for supporting those in the coordination, and execution of meetings consisting of, but not limited to: community, charity, employee events, labs, courses, business HCP meetings, sales trainings and meetings, etc. for the organization.
  • Serves as liaison between team members and external customers.
  • Manages event logistics: attendee management, coordination of food & beverage, audio/visual, transportation, hotel(s) and on-site support for meetings and events.
  • Responsible for meeting card reconciliation of meeting and event related charges, submissions of invoices, tracking of HCP attendees vs. Non-HCP attendees.
  • Maintains accurate data to support reporting requirements.
  • Responsible for creation of event websites, registration pages, invitations, email communication utilizing Meetings Management software tool (Cvent, SalesForce).
  • Works closely with Communications, Medical Education, Marketing, A/V, AX, Banquets, and Culinary teams on logistics, customer event requests to execute events successfully.
  • Monitors event requests on a daily basis and provides customer service support to customers internal/external on the status/progress of their requests.
  • Responsible for accuracy of all reporting information but not limited to: attendee counts, registration information, attendance of events, attendee management information, budget allocation, consistency of profile planning pages, RFP documentations, contract approval forms etc…
  • Prepares and communicates meeting notes, survey results, budget reports internally to meeting planners and meeting leaders (hosts) to customers and decision-making parties, prepares post-meeting analysis reports, maintains and tracks budgets and spend data.
  • Responsible for name badges, customer inquiries/requests, rooming lists, transportation manifests, uploading agendas, reviewing BEOs, email correspondence, on-site check-in, shipping of materials, installation of events held offsite and dismantling.
  • Communicates policies, procedures, and processes related to transparency and disclose effectively and with excellent customer service.

Requirements

  • High school diploma or equivalent required
  • Bachelor’s degree in Hospitality, Communications or Business Management or related field preferred; preferably in a medical device environment
  • 1 year’s experience working in a professional environment required, prior meeting/event experiences a plus
  • Complete knowledge of industry practices, customer service, and standards.
  • Complete knowledge of Meeting and Event Coordinator processes and best practices.
  • Ability to define problems, collect data, establish facts, and draw valid conclusions
  • Ability to work in a fast-paced, ever changing environment.
  • Possess a high level of attention to detail.
  • AdvaMed (Medical/HealthCare) experience preferred
  • Cvent, SalesForce, Meetings Management systems preferred
  • Intermediate level of Microsoft Office, Excel, Word, PowerPoint and Outlook email experience.
  • Ability to work independently and effectively with internal and external customers.
  • Ability to verbally communicate ideas and issues effectively to other team members and management.
  • Experience in Project Management with the ability to manage multiple projects/assignments concurrently.
  • Intermediate Planning, Organization skills, ability to meet multiple deadlines.
  • Bi-lingual language skills a requirement (English/Spanish).
Benefits
  • Medical, Dental and Vision Insurance
  • Company-Provided Life Insurance
  • Voluntary Life Insurance
  • Flexible Spending Account (FSA)
  • Supplemental Insurance Plans (Accident, Cancer, Hospital, Critical Illness)
  • Matching 401(k) Retirement Plan
  • Annual Bonus
  • Wellness Incentive Program
  • Free Onsite Medical Clinics
  • Free Onsite Lunch
  • Tuition Reimbursement Program
  • Trip of a Lifetime
  • Paid Parental Leave
  • Paid Time Off
  • Volunteer PTO
  • Employee Assistance Provider (EAP)

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
event planningattendee managementbudget managementdata reportingproject managementlogistics coordinationcustomer serviceproblem solvingMicrosoft OfficeCvent
Soft skills
attention to detailcommunicationorganizational skillsindependenceteam collaborationadaptabilitycustomer service orientationtime managementverbal communicationmultitasking